2011 Annual Report - West Virginia State Auditor's Office

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Purchasing Card DivisionGlen B. Gainer III, West Virginia State AuditorEach account is required to be reconciled monthly by the individual cardholder and approved by hisor her coordinator. Reconciliations may be completed by hand or electronically using approvedreconciliation software.Over 90% of state agencies and higher education institutions participating in the Purchasing CardProgram use some portion of the technology made available with the purchasing card in order tomaximize the agency’s efficiency in processing payments and transaction reconciliation, as well as forreporting to enhance internal controls and accountability by utilizing the data that is passed with eachtransaction.Training Progress ReportThe West Virginia State Auditor’s Office continuesto utilize a web-based training center to certifymore than 6,500 State Purchasing Card users inthe program. The training center provides trainingcourses and tests for all cardholders andcoordinators in State Agencies and Institutions ofHigher Education for the purchase of goods andservices, as well as national guardsmen whoutilize the emergency purchasing card in responseto declared states of emergency.The Purchasing Card Division has dramaticallyincreased training provided to cardholders bothfor the initial application process and thosecurrent cardholders receiving biennial training tomaintain certification. Biennial training ismandatory for every cardholder to continue usingthe West Virginia State Purchasing Card.Training is verified by means of a certificate issuedby the training program bearing the name of thetrainee and the course completed. Eachcertificate includes the date and time the testingtook place, as well as a unique identificationnumber for the test that was issued to thetrainee.In addition to training for cardholders, the StateAuditor provides annual training for the AgencySpending Unit Coordinators. This training must becompleted in order for the Agency/Institution ofHigher Education to be eligible to participate inthe Program.From March 2005 through June 2011, more than16,000 cardholders, new purchasing cardapplicants, Spending Unit Coordinators and Sub-Coordinators successfully trained and completedthe basic knowledge test using the web-basedcenter. This number is most attributable tocardholder biennial training, with more than 500Spending Unit Coordinators and Sub-Coordinatorsreceiving training through the center in FY 2011.2011 ANNUAL REPORT WVSAO.GOV Page 22
Purchasing Card DivisionGlen B. Gainer III, West Virginia State AuditorFinancial InstitutionCiti was awarded the bank provider contract in April 2006 and again in November 2010, with VISA as thecard brand. As one of the world’s largest banks, Citi offers the State of West Virginia various softwareand reporting tools, but most notably is Citi’s Fraud Early Warning system. The system contains variousfraud profiles and queues that transaction activity is measured against. Because of their experience andexpertise in this market, Citi’s fraud rates are less than half of the industry average. In addition to thetechnological aspect of fraud detection, Citi focuses on five (5) main areas of detection and prevention:proper identification of service users, authorization, confidentiality of data, accountability, and incidentdetection and response. In addition to Citi, VISA offers the State $100,000 of coverage per cardholder forfraud and other transactions that do not benefit the State directly or indirectly.State Purchasing Card ProgramStatistics — Fiscal Year 2011DOLLAR VOLUMETRANSACTIONSJuly $26,106,107.05 46,130August $32,545,903.70 55,301September $35,227,461.39 57,740October $33,069,041.82 56,944November $33,253,661.70 50,985December $36,572,827.35 50,364January $33,341,244.54 53,169February $30,873,438.99 53,115March $30,880,988.14 60,816April $30,999,157.01 55,726May $37,564,255.42 57,266June $46,961,097.78 52,892TOTAL $407,395,184.89 650,448AVERAGE PER TRANSACTION— $626.33Source: IS&C2011 ANNUAL REPORT WVSAO.GOV Page 23
Page 1 and 2: AnnualReport2011WEST VIRGINIA STATE
Page 3 and 4: West Virginia State Auditor's Offic
Page 5 and 6: Financial Services DivisionGlen B.
Page 9: Financial Services DivisionGlen B.
Page 20 and 21: Information Systems and Technology
Page 22 and 23: Information Systems and Technology
Page 24 and 25: Purchasing Card DivisionGlen B. Gai
Page 32 and 33: Chief Inspector DivisionGlen B. Gai
Page 38 and 39: 10,901030,49313,22468,354133,74052,
Page 50 and 51: County Collections DivisionGlen B.
Page 58 and 59: Securities DivisionGlen B. Gainer I
Page 60 and 61: Securities DivisionGlen B. Gainer I
Page 62 and 63: Communications DivisionGlen B. Gain
Page 64 and 65: Communications DivisionDuring FY 20
Page 66 and 67: Training ServicesGlen B. Gainer III
Page 68 and 69: Training ServicesGlen B. Gainer III
Page 70 and 71: GROSS PAY BY DEPARTMENT12/31/2011 1
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SALARIES GREATER THAN 80,000 (EXCLU
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AGENCY SALARY NAME TITLEDEPT OF HEA
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AGENCY SALARY NAME TITLE$110,184.00
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AGENCY SALARY NAME TITLEEDUCATIONAL
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AGENCY SALARY NAME TITLEINSURANCE C
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AGENCY SALARY NAME TITLESEC OF HEAL
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HIGHEREDUCATIONSALARIESGREATER THAN
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AGENCY SALARY NAME TITLEEASTERN WV
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AGENCY SALARY NAME TITLEMOUNTWEST C
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AGENCY SALARY NAME TITLEWV HIGHER E
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2011 Annual Report - West Virginia State Auditor's Office

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